ITCSO Training Academy Contract Audit Follow-Up (CAFU) 3.5 External Users February 2010.

ITCSO Training Academy

Contract Audit Follow-Up (CAFU) 3.5

External Users

February 2010

Course Topics

Course Topics

Note: Links will only work in PowerPoint’s slide show view.

Module One CAFU 3.5 Overview

Lesson One Overview of CAFU 3.5

Topic One CAFU 3.5

Topic Two Enhancement Areas for CAFU 3.5

Topic Three Reportable and Non-Reportable Audits

Lesson Two CAFU Functions by Role

Topic One Contracting Officer (CO) Functions

Topic Two Major Command (MC) Monitor Functions

Topic Three District Monitor Functions (DCMA Only)

Topic Four Headquarters Monitor Functions

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Course Topics

Course Topics

Module One CAFU 3.5 Overview (continued)

Lesson Three Layout Screen

Topic One Look and Feel

Topic Two Header

Topic Three Content Area

Topic Four Footer

Topic Five Common Indicators

Topic Six Calendar

Topic Seven User Profile

Topic Eight Modifying Browser Text Size

Topic Nine Application Messages

Lesson Four Home Page

Topic One Home Page

Lesson Five Work Screen Layout

Topic One My Work Screen

Topic Two View My Activity

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Course Topics

Course Topics


Course Topics

Module Two Workgroup Audits

Lesson One My Workgroup Overview

Topic One About My Workgroup

Topic Two DCMA

Topic Three Army

Topic Four Navy

Topic Five TRICARE

Topic Six Air Force

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Course Topics

Course Topics


Course Topics

Module Three Audits

Lesson One Audits

Topic One Workgroup Audits Screen

Lesson Two Viewing Audit Details and Actions

Topic One Viewing Audit Details and Actions Overview

Topic Two From Audits

Topic Three From My Work

Lesson Three Printing the Audit

Topic One Printing the Audit

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Course Topics

Course Topics


Course Topics

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Course Topics

Course Topics


Module Four Working with Audit Records

Lesson One CAFU Pipeline

Topic One Work Flow Diagram

Lesson Two Working with Audit Records Overview

Topic One Common Actions

Topic Two Validation Error

Lesson Three Searching for Audits

Topic One Searching for Audits Overview

Topic Two Using the Search Screen

Topic Three Search Results

Course Topics

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Course Topics

Course Topics



Lesson Four Add New Audits by Monitor

Topic One Add New Audit

Topic Two Plan

Topic Three Resolve

Topic Four Disposition or Defer Layout

Topic Five Forward / Send Document

Topic Six Forwarded

Topic Seven Correction by Monitors

Topic Eight Take Over an Audit from the View Audit Follow-Up Screen

Topic Nine Update Remarks by CO and Monitors

Topic Ten Update Revised Target Date (CO and Monitors)

Topic Eleven Deleting Audits

Topic Twelve Transferring an Audit

Course Topics

Module Five Milestones

Lesson One Milestones Overview

Topic One Milestones Overview

Topic Two Adding Milestones

Topic Three Updating and Deleting Milestones

Topic Four Viewing Milestones from View Audit Follow-Up Screen

Module Six Activity Logging

Lesson One Activity Overview

Topic One Activity Overview

Topic Two Activity Logging per Audit Report

Topic Three Activity Logging per User

Module Seven Frequently Asked Questions

Topic One CAFU 3.5 Frequently Asked Questions

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Course Topics

Course Topics


Course Objectives

At the end of this training you should be able to:

• Enter all key information for tracking reportable and non-reportable audit records in a single web-based database with the Single Sign On (SSO) feature

• Collect information and create reports for management of CAFU and reporting to the DoD IG for each semi-annual reporting period

• Provide alert notifications to users on audit records needing attention for completing the required tasks of Resolution and Disposition, as well as, new assignments

Course Topics

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Course Modules

Course Modules

Course Topics

Module One CAFU 3.5 Overview

Module Two Workgroup Audits

Module Three Audits


Module Five Milestones

Module Six Activity Logging

Module Seven Frequently Asked Questions

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Module One – CAFU 3.5 Overview

Module One

CAFU 3.5 Overview

Course Topics

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Module One – CAFU 3.5 Overview

Module One Lessons






Course Topics

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Lesson One – Overview of CAFU 3.5

Lesson One

Overview of CAFU 3.5

Course Topics

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• DCMA is responsible for compliance with DoD Instruction (DoD I) 7640.02 (previously

Directive 7640.2) which requires that all audit reports be tracked. In addition, DCMA is

responsible for reporting to the DoD IG the status of those contracts (semi-annually)

which are deemed reportable by the directive. The reportable audits are closely

monitored to ensure that the status has the most current information and the audit

reports are progressing through all the milestones stated in DoD I 7640.02

• DoD I 7640.02 was modified and now requires users to capture detailed information on

interest and penalties

• Administrators and users of the system have identified changes and additional

functionality needed in the system.

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Course Topics

Lesson One – Overview of CAFU 3.5

Lesson One – Topics

Lesson One Topics

Topic One CAFU 3.5



Course Topics

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Topic One – CAFU 3.5

CAFU 3.5

The CAFU 3.5 web application has been constructed in consonance with the

independent, decision-making role of the Contracting Officer (CO), and the financial

advisory role of the Contract Auditor. It is designed to receive new audit reports from

the Defense Contract Auditing Agency (DCAA) and audits to Contracting Officers

(COs) and Monitors. The system assigns audits to Monitors also, if the ACO is not

available for the DoDAAC. CAFU supports the following agencies:

• AIR FORCE

• ARMY

• DCMA

• NAVY

• TRICARE

• DoD IG

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Topic Two - Enhancement Areas for CAFU 3.5

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Course Topics

CAFU Enhancements

New E-Mail Notifications1. Notification of New Audit Record(s) - When new audit records are loaded into the eTools

system. 2. Notification to Update Audit Record(s) - When the ACO/Monitor has not updated a record

and it is at least four months old. 3. Notification to fill Resolution Date(s) - When an Actual Resolution Date has not been filled

in and it becomes six months old. 4. Reminder: CAFU cut-off date - When the audit record has reached 30 days before the cut-

off date of the semi-annual reports. The cut-off date for updating is September 30th close of the business, and March 31st close of business.

Forward Features Added and Modified 5. Forward feature has been made a requirement when entering a Disposition Actual Date

(Only for Reportables). 6. A notice has been added when using the Forward feature (Only for Reportables).

CAFU Enhancements

New Data Fields (Received from DCAA)

1. Qualified or Unresolved Cost - Will be YES or NO. For existing records with no value it will be shown as blank.

2. Questioned Cost Subject to Penalty - Will display the value from DCAA data load. A default value of $0.00 will be shown when this field does not have any value.

3. Update Data Field – Increased the following character allowance on any screen that contains the Remarks field from 500 to 2,500 characters.

Screen Modification

4. Disposition Audit Follow-Up Record has been changed to Disposition or Defer Audit Follow-Up Record.

Updated Reports

5. New data fields have been added in the CAFU Semi-Annual Open Report .

6. New data fields have been added in the CAFU Semi-Annual Closed Report.

7. The width of the drop-down box in the report viewer is increased.

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Course Topics

Topic Two - Enhancement Areas for CAFU 3.5

Reportable audits are identified as:

• Those containing findings and recommendations, whether or not the findings are

qualified, covering estimating system surveys, accounting and related internal

control system reviews, defective pricing reviews, Cost Accounting Standards

(CAS) issues, CAS cost impact statement reviews, and real-time deficiencies

(flash) reports

• Those covering operations reviews, incurred costs including final indirect cost rates

or auditor-determined final indirect cost rates referred to the CO for final decision,

final pricing submissions, termination settlement proposals, and claims, if reported

costs or rates questioned or qualified equal $100,000 or more

• Those Contractor Insurance and Pension Review (CIPR) Contractor Insurance

Pension Review) reports issued by the DCMA identifying instances of contractor

noncompliance with (CAS), and all CIPR reports with questioned or qualified costs

of $100,000 or more

Topic Three – Reportable and Non-Reportable Audits

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Course Topics

Non-Reportable audits are identified as:

• Reports covering pre-award proposals; forward pricing labor, overhead, and other

advance rate proposals; progress payments; pre-award surveys; proposals for

change orders or modifications; assist audits; and closing statements are not to be

reported

Topic Three – Reportable and Non-Reportable Audits

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Course Topics

Module One – Lesson One - Review

Lesson One Covered the Following Topics:

Course Topics

Topic One CAFU 3.5



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Lesson Two – CAFU Functions by Role

Lesson Two

CAFU Functions by Role

Course Topics

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Lesson Two -Topics

Lesson Two Topics





Course Topics

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Topic One – Contracting Officer (CO) Functions

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Contracting Officer (CO) Functions

Plan Audits

Resolve Audits

Disposition Audits

Defer Audits

Disposition Audits After Deferral

Transfer Audit to Another User within the Agency

View & Edit Audits Assigned to You

Forward Audits

Update Remarks

Update Revised Disposition Target Date

Add Milestones

View CAFU Enhancements & CAFU Features

View Activities & Audits Assigned to COs in Your Workgroup (this may include audits that have been transferred out of the user's work list)

Table 1.2.1.1: Contracting Officer Functions

Topic Two – Major Command (MC) Monitor Functions

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Course Topics

Major Command (MC) Monitor Functions

Assign Audits by Transferring or Adding New Audits

Search and Print Audits

Add Audits within the MC Workgroup

Correct Audits

View, Edit, Search and Sort Audits

View Reports

View CAFU Enhancements & CAFU Features

Update Remarks


Add Milestones

Transfer Audits within Agency

Take Over Audits to their My Work

Table 1.2.2.1: Major Command Functions

Topic Three – District Monitor Functions (DCMA Only)

Course Topics

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District Monitor Functions (DCMA Only)

Assign audits by transferring or adding new audits

Add Audits within the MC Workgroup

Search and Print Audits

Correct Audits

View, Edit, and Search Audits

View Reports

View CAFU Enhancements and CAFU Features

Update Remarks

Delete Audits


Add Milestones

Transfer Audits within own agency

Take Over Audits to their My Work

Table 1.2.3.1: District Monitor Functions (DCMA only)

Note: This Role is for information purposes only. It is a DCMA Internal Role.

Topic Four – Headquarters Monitor Functions

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Course Topics

Headquarters Monitor Functions

View, Search, and Print Audits

Correct Audits

Take Over Audits

View Reports

View CAFU Enhancements and CAFU Current Features

Transfer Audits within own Agency OR to Another Agency

Delete Audits

Update Remarks Field

Add, Modify, or Delete Milestones

Table 1.2.4.1: Headquarters Monitor Functions

Module One – Lesson Two - Review

Lesson Two Covered the Following Topics:

Course Topics





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Lesson Three – Layout Screen

Lesson Three

Layout Screen

Course Topics

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Lesson Three -Topics

Lesson Three Topics


Topic Two Header


Topic Four Footer


Topic Six Calendar


Topic Eight Modifying Brower Text Size


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Topic One – Look and Feel

Look and Feel

This section covers the overall Look and Feel of the CAFU 3.5 Application.

There are three main sections to the application layout:

• Header

• Content Area

• Footer

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Course Topics

Topic Two – Header

Header

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Title Bar Menu Bar

Branding: e-Tools logo and application name with version

Provide links for easy navigation throughout the application

User Name: Clicking on the user's name shows user's profile

Main application links: High-level links that allow the user to access the main features of the CAFU application

Help: Provides access to the help files

Context sensitive links: Provide access to cross-reference information and content related to current page

Exit: Quits the CAFU application

Table 1.3.2.1: CAFU 3.5 Header

The Header consists of the Title Bar and Menu Bar. The following list highlights the differences between the Title Bar and Menu Bar:

Topic Two – Header

Graphic 1.3.2.2: CAFU 3.5 Header Title and Menu Bar

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Course Topics

Header (continued)

Header (Graphics 1.3.2.2 - 1.3.2.3)

1 Click on the user name.

• User Profile appears (Graphic 1.3.2.3)

• User Profile shows user DoDAAC,

and CAFU role

Graphic 1.3.2.3: CAFU 3.5 User Profile

Title Bar

Menu Bar

The Header consist of the Title Bar and the Menu Bar.

Topic Three – Content Area

Content Area

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Course Topics

Title and Description

This section displays the title and description of the page. It also provides the purpose of the page and the actions that the user can perform.

Data Table

This section displays a table of records related to the page. It also provides actions that can be performed on the table, such as refresh and search. Data Table is only used on pages that need to display records (Graphic 1.3.3.1).

Graphic 1.3.3.1: Title and Description Table

Content Area Title and Description (Graphic 1.3.3.1)

1. Click the My Work link in the Menu Bar.• The My Work Page opens (Highlighted in yellow)

Record Scroller - The record scroller displays the number of records in the current view and allows the user to scroll through the pages of records. The record scroller is only used in conjunction with a Data Table; it is omitted if there are no records.

This page lists audit reports that are waiting for an action from you.

The last audit updated is shown first. If you find an audit that does

not belong in your work, you may transfer the audit from the CAFU

Audit Follow-Up screen by clicking on the Audit Report Number.

Topic Three – Content Area

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Course Topics

Dynamic Sorting by Column Header

This feature allows users to arrange the records inany preferred order.

Sorting by Column Header (Graphic 1.3.3.2)

1. Click on the Report Number header.

• The Report Number field will sort ascending or descending

3. Click on the Contractor Name heading.

• The result will be records sorted by Reportable first, then Contractor Name second

1.3.3.2: Sorting by Column Header

Note: Reportable records are presented first when presenting an audit list to the user. This applies regardless of a user's selected sort order.

Topic Four – Footer

Footer

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The footer provides links to standard DCMA web sites:

Graphic 1.3.4.1: Footer

Topic Five – Common Indicators

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Common Indicators

Standard icons and indicators are used throughout the application to provide consistent behavior and improve usability. The following are some of the most commonly used icons:

Calendar

Display the calendar in a pop-up window to help user select a date.

Edit Edit the record.

Close Close a pop-up window.

Error Indicates a validation error that must be fixed by the user.

Hint Shows usage hint(s) related to the current page.

Print Print the current page.

Refresh Refresh the related Data Table.

Search Search within the related Data Table.

Add Add a new record.

Delete Delete the record.

Jump down Jump down to a bookmark on the page. This icon is also used to denote the order of sorting.

Jump up Jump up to a bookmark on the page. This icon is also used to denote the order of sorting.

Next Jumps to the next page or record.

Previous Jumps to the previous page or record.

Icon Name Description

Graphic 1.3.5.1: CAFU Common Indicators

Topic Six – Calendar

Graphic 1.1.6: Calendar

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Course Topics

CalendarThe calendar provides a convenient way of inputting dates. It ensures that the format of the date will be accurate and consistent.

Calendar (Graphics 1.3.6.1 – 1.3.6.2)

1. Click the Calendar icon.

• The Calendar opens

2. Select the month desired .

•The arrow on the left or right surrounding the

month

3. Click on the arrows on either side of the years field.

4. Click the drop down box for the Month.

• Select the desired month and year

5. Click the desired day.• The current date will be highlighted • The date will be automatically populated in

the correct format. 23 OCT 2009

Graphic 1.3.6.1: Calendar Icon

Graphic 1.3.6.2: Calendar

Topic Seven – User Profile

User Profile

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Course Topics

Your user profile can be accessed from any screen in the application (except for confirmation pages). To access your profile follow these steps:

Graphic 1.3.7.1: User Name

User Profile (Graphics 1.3.7.1 – 1.3.7.2)

1. Click on your name in the light blue section of the header.

•Your User Profile will appear in a pop-up window.

2. Click on close in the upper right hand

corner of the window to exit.

Graphic 1.3.7.2: User Profile

Topic Eight – Modifying Browser Text Size

Modifying Browser Text Size

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Course Topics

Text size can be modified from the Internet Explorer menu bar. Please note that the default text size is Medium.

Graphic 1.3.8.1: Modifying Browser Text Size

Modifying Browser Text Size (Graphics 1.3.8.1 - 1.3.8.2)

1. Select View from the menu bar.

2. Select Text Size from the view list.

• A list of text sizes will display

3. Choose the desired text size.

Graphic 1.3.8.2: Modifying Browser Text Size

Topic Nine – Application Messages

Application Messages

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Course Topics

If you have selected Submit, Cancel or an action on a Data Table, you will receive a message informing you that the system has performed the appropriate action. The confirmation will direct you to the screen from which you originated or to a related screen .

System Time OutGraphic 1.3.9.1: Application Message – Successful Submit Confirmation

If the user has taken no action in CAFU (i.e. click on link or button) for 4 hours, the system will automatically log the user out of the application. At this point, you must log back in.

Graphic 1.3.9.2: Application Message – Cancellation Confirmation

Lesson Three – Review

Lesson Three Covered the Following Topics:

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Course Topics


Topic Two Header


Topic Four Footer


Topic Six Calendar


Topic Eight Modifying Browser Text Size


Lesson Four– Home Page

Lesson Four

Home Page

Course Topics

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Lesson Four – Topics

Lesson Four Topics

Topic One Home Page

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Topic One – Home Page Content

Home Page Content

The Home Page is the first page that the user will see when they access CAFU. Your Home Page will be unique for your particular Service.

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Course Topics Graphic 1.4.1.1: Home Page Content

Lesson Four – Review

Lesson Four Covered the Following Topics:

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Course Topics

Topic One Home Page

Lesson Five – Work Screen Layout

Lesson Five

Work Screen Layout

Course Topics

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Lesson Five – Topics

Lesson Five Topics



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Topic One – My Work Screen

My Work Screen

• My Work displays audits that are waiting for an action to be completed by you

• Monitors are responsible for assignment, correction, and adding (HQ and

MACOM) and deleting (HQ) audits assigned to them or audits taken-over from

their workgroup. COs are responsible for the follow-up activities from planning to

forwarding the memo

• There are only three roles for Non-DCMA agencies:

1.HQ Monitors

2.Major Command Monitors

3.COs

The workgroup for service agencies, include all users within the agency.

Course Topics

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My Work Screen (continued)To jump to the edit audit screen follow the directions below. The work flow explains the difference in pipeline positions shown

when editing the record.

Course Topics

My Work Screen (Graphics 1.5.1.1 – 1.5.1.2)

1. Click the Edit Pencil Icon.• Clicking on the Audit Report Number takes

you to the View Audit Follow-Up screen that shows the details about the audit

• Clicking on the Contractor name shows details about the Contractor (if available)

• Clicking on the Action link takes you to the CAFU Work Flow Diagram. (The Work Flow Diagram is discussed in Module Four Lesson One

Graphic 1.5.1.1: Edit Pencil Icon

Graphic 1.5.1.2: Disposition Deferred Audit Follow-UP

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My Work Screen (continued)

Course Topics

My Work Screen (Graphic 1.5.1.3)

1 Click on the refresh link to have the system look for newly assigned audits.

2 The add audit feature is available to CMO,

District and MC Monitors. If you have

received an audit report from DCAA that is

not in your work, please have your CMO, HQ

or MACOM/District add it to the system.

3 You can filter this list to locate specific audits

by using the search link.

• Note that using the search feature here will only search within the audits in your work.

Graphic 1.5.1.3: Refresh, Add Audit and Search Links

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Follow the directions below for information on the Refresh, Add Audit, and Search Buttons.

Topic Two – View My Activity

Graphic 1.5.2.1: My Work Window

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Course Topics

View My Activity

View My Activity displays activities for the current user.

Graphic 1.5.2.2: View My Activity Window

View My Activity Steps (Graphics 1.5.2.1 – 1.5.2.2)

1. Click the View My Activity Link from the My Work window.

•The View Activity window opens

2. Click on the Date and Time column for a snapshot of the Audit Report, if available.

3. Click on the Audit Report Number to access the View Audit Follow-Up screen.

Module One – Lesson Five - Review

Lesson Five Covered the Following Topics:

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Course Topics



Module One – Review

Module One Covered the Following Lessons:

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Module Two – Workgroup Audits

Module Two

Workgroup Audits

Course Topics

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Module Two – Workgroup Audits

Module Two Lessons


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Lesson One – My Workgroup Overview

Lesson One

My Workgroup Overview

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Lesson One Topics


Topic Two DCMA

Topic Three Army

Topic Four Navy

Topic Five TRICARE

Top Six Air Force

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Topic One – About My Workgroup

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About My Workgroup Workgroup Audits provides information about your CAFU account, yourworkgroup, and members of your workgroup A workgroup is defined by a group of people working at different levels functioningas a logical group for audit follow-up. You can click on the activity link for a workgroupmember to see his/her activity

Actions pertaining to a role cannot be taken directly from My Workgroup

Only Monitors have the option to take over an audit from their workgroup, at whichtime, actions can be taken against an audit directly from My Work screenFor each user in your workgroup, a list of their activities can be viewed by clickingon the activity link located in the Show Activity column

Table 2.1.1.1: My Workgroup

Note: **Invalid** may appear in the Role column when a user does not have proper access privileges

Topic Two – DCMA

Graphic 2.1.2.1: DCMA Workgroup

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Course Topics

DCMA Workgroup

This page provides information about your CAFU account, your workgroup, and members of your workgroup.

The CAFU workgroup consists of two roles and three levels as illustrated in the organization chart to the right.

Monitors are responsible for assignment, correction, and adding (CMO and District) and deleting (District) audits within their workgroup.

ACOs are responsible for the follow-up activities from planning to forward the memo.

Note: This Workgroup is for information purposes only. It is a DCMA Internal Workgroup.

Topic Three – Army

Army WorkgroupThe Army CAFU workgroup consists of two roles and three levels, as illustrated in the following organization chart:

Course Topics

Graphic 2.1.3.1: Army Workgroup

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Topic Four – Navy

Navy Workgroup

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Course Topics

Graphic 2.1.4.1: Navy Workgroup

This page provides information about your CAFU account, your workgroup, and members of your workgroup. The Navy CAFU workgroup consists of two roles and two levels, as illustrated in the following organization chart:

Topic Five – TRICARE

TRICARE Workgroup

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Graphic 2.1.5.1: TRICARE Workgroup

The TRICARE CAFU workgroup consists of two roles and two levels, as illustrated in the following organization chart:

Topic Six – Air Force

Air Force Workgroup

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The Air Force CAFU workgroup consists of two roles and four levels, as illustrated in the following organization chart:

Graphic 2.1.6.1: Air Force Workgroup

Module Two – Lesson One – Review


Course Topics


Topic Two DCMA

Topic Three Army

Topic Four Navy

Topic Five TRICARE

Topic Six Air Force

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Module Two – Review

Module Two Covered the Following Lesson:

Course Topics


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Module Three – Audits

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Module Three

Audits

Course Topics

Module Three – Audits

Module Three Lessons

Course Topics

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Topic One Audits

Topic Two Viewing Audit Details and Actions

Topic Three Printing the Audit

Lesson One – Audits

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Lesson One

Audits

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Lesson One Topics


Course Topics

Topic One – Workgroup Audits Screen

Workgroup Audits Screen

Accessible from the home page through the Audits link, this screen provides a list of

all audits that are in your workgroup.

For Non-DCMA agencies, the workgroup consists of users within the agency (By

default, DCMA District and HQ Monitors do not see any audits in the Audits screen).

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Graphic 3.1.1.1: Workgroup Audits Screen

Course Topics

Workgroup Audits Screen (continued)

You can filter this list to locate specific audits by using the search link.

Workgroup Audits Screen (Graphic 3.1.1.1)

1. Click the Report Number. • The View Workgroup Audit Follow-Up

screen opens with audit details

2. Click the Pipeline Column.• This shows the CFU Work Flow Diagram

(The Work Flow Diagram is discussed in Module Four Lesson One)

• The CAFU Work Flow Diagram will display the description of the pipeline that the audit has completed

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Note: Audits in your workgroup cannot be edited. To edit an Audit it must be assigned to you and appear under your My Work screen.


Graphic 3.1.1.2: Workgroup Audits Follow-Up ScreenCourse Topics

Workgroup Audits Screen (continued)

NOTE: The audits listed in the workgroup audits screen not only includes audits that are assigned to individuals in the user's workgroup, but also includes audits that are assigned to the current user.

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The View Workgroup Audit Follow-Up screen opens

with audit details after user click the report number.

Module Three – Lesson One - Review


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Course Topics


Lesson Two – Viewing Audit Details and Actions

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Lesson Two

Viewing Audit Details and Actions

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Lesson Two – Topics

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Lesson Two Topics




Course Topics

Topic One – Viewing Audit Details and Actions Overview

Viewing Audit Details and Actions Overview

• The View Audit Follow-Up screen provides details about the audit. It also provides links to common actions that can be taken on an audit outside of the pipeline

• The View Audit Follow-Up screen displays all of the information about an audit report for read only purposes; none of the fields are editable

• There are two versions of the View Audit Follow-Up screen; one available from the Audits screen and the other from My Work screen

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Topic Two – From Audits

Graphic 3.2.2.1: Search Results Audits in My Workgroup

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From Audits Screen

The Audits screen lists audits from the entire workgroup and may include audits that are not assigned to you.

Note: This aspect of View Audit Follow-Up will not give you links for update milestones, update remarks or edit.

Audit Follow-Up (Graphics 3.2.2.1 – 3.2.2.2 )

1. Click on a Report Number from the Audits in My Workgroup window .

• This will open up the View Workgroup Audit Follow-

Up screen.

Graphic 3.2.2.2: Audit Follow-Up Screen

Topic Three – From My Work

Graphic 3.3.3. Search Results Audits in My Work

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Course Topics

From My Work

The My Work version of the View Audit Follow-Up screen provides links for print, correct, update milestones, update remarks, update target date and edit.

My Work Tab (Graphics 3.2.3.1 – 3.2.3.2 )

1. Click on View Activity link to view activity for a specific audit.

• This will open up the View Activity screen with the Activity for Audit tab

• This page lists activity related to users and audit reports

2. Click on the Date and Time link to view a brief snapshot of the audit report from the time of

action.

3. Click on the Report Number to view the current state

of the audit (if available).

Graphic 3.2.3.1: My Work View My Audit Follow-Up Screen

Note: The delete action is only available to DCMA & Service HQ Monitors; correct is available

to MC/Service HQ and DCMA District Monitors.

Graphic 3.2.3.2: Activity for Audit Tab

Module Three – Lesson Two - Review


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Course Topics




Lesson Three – Printing the Audit

Lesson Three

Printing the Audit

Course Topics

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Lesson Three – Topic

Lesson Three Topic


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Topic One – Printing the Audit

Graphic 3.3.1.1: Print the Audit

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Printing the Audit

Printing the Audit (Graphics 3.3.1.1 – 3.3.1.2)

1. Click on the print link from the Audit Follow-Up tab.

•The print dialog box for your default printer will be displayed

2. Click on the Print button.

2. To print pages other than View Audit Follow-Up,

click on the print button from your browser (such

as Internet Explorer or Netscape) toolbar or from

the File menu.

Graphic 3.3.1.2: Print Dialog box

Module Three – Lesson Three - Review

Lesson Three Covered the Following Topic:

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Module Three – Review

Module Three Covered the Following Lessons:

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Course Topics

Lesson One Audits

Lesson Two Viewing Audit Details and Actions

Lesson Three Printing the Audit

Module Four – Working with Audit Records

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Module Four

Working with Audit Records

Course Topics

Module Four – Working with Audit Records

Module Four Lessons




Lesson Four Add New Audits by Monitor

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Lesson One – CAFU Pipeline

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Lesson One

CAFU Pipeline

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Lesson One – Topic

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Lesson One Topic


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Topic One – Work Flow Diagram

Work Flow Diagram

The CAFU Pipeline is defined as the work flow that an audit goes through in the

Contract Audit Follow-Up process. Each activity in the work flow is referred to

as a position in the pipeline. The application enforces business rules such as

who can do what to an audit for each position.

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Work Flow Diagram

This diagram illustrates the

CAFU Work Flow.

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Course Topics Graphic 4.1.1.1: CAFU Work Flow Diagram


Work Flow Table

This following table provides a brief description of each activity:

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Activity Performed By Description

Plan CO CO inputs the planned resolution and disposition dates

Resolve CO CO inputs the resolution actual date

Disposition or DeferCO CO inputs the disposition actual date. In the case of

Litigation or Criminal Investigation, CO inputs defer date and reason to defer

Disposition after DeferCO CO inputs the disposition actual date after a deferral

Forward

CO CO sends the memo to DCAA external to CAFU and inputs the date it was forwarded. The audit will no longer be available for editing in his/her work. The audit appears in his/her workgroup audits list as viewable only. Once a forward date is entered, the CO has an option to have the CAFU application to generate an E-Mail for them

Archive/ForwardedCAFU System CAFU System archives the audit after it has been

dispositioned for 2 years

Table 4.1.1.2: Work Flow Table


Work Flow Exceptions

This following table provides activities to handle exceptions :

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CorrectionMonitor Monitor corrects the audit based on a user's transfer or

Monitor's Take Over of an Audit. Monitors may actively correct an audit without a transfer being completed

Add Audit MonitorMonitor

Add an audit to the CAFU System to handle cases of missing DCAA records for Audit Reports received but not sent electronically

Delete Audit HQ MonitorHQ Monitor Delete an audit that does not belong in CAFU or was

incorrectly added

Transfer CO, MonitorCO, Monitor

CAFU user assigns an audit that is assigned to Audit himself/herself and assigns it to another CAFU user within own agency. Only HQ Monitors can transfer audits outside of his/her agency. When transferring an audit outside the user's agency, the audit will inherit the assignees DoDAAC

Table 4.1.1.3: Work Flow Exceptions


Work Flow Exceptions

This following table provides activities to handle exceptions :

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Take Over MonitorMonitor

Monitor may view audits assigned to a CAFU userAudit his/her agency and actively assign any number of those audits to himself/herself. This type of assignment is referred to as a Take Over.

View

Monitor, COOnce an audit is forwarded, CAFU users can still see the audit in his/her workgroup audits list. No edits are allowed at this stage and an attempt to edit the record will result in an error message indicating that the record is for viewing only. Note: In CAFU 3.5, Monitors inherit CO privileges.

Table 4.1.1.4: Work Flow Exceptions


Graphic 4.1.1.5: Pipeline Meter

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Work Flow Diagram

Pipeline Meter

The Pipeline Meter is a handy visual tool available on edit screens that show which pipeline position the audit is currently in, which activities have been completed and what remains to be done on the audit to complete the work flow. Graphic 4.1.1.5 shows the audit in the forward position.

Module Four – Lesson One - Review

Lesson One Covered the Following Topic:

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Lesson Two – Working with Audit Records Overview

Lesson Two

Working with Audit Records Overview

Course Topics

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Lesson Two – Topics

Lesson Two Topics



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Topic One – Common Actions

Common Actions

This section provides a detailed explanation of all the actions that can be performed on an audit for each pipeline position. Follow the directions below to edit an audit.

Course Topics

Graphic 4.2.1.1: Common Actions Edit

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Edit (Graphic 4.2.1.1)

1. From the View My Audit Follow-Up screen, Click on the edit icon.


Common Actions

Following are the common actions that can be performed in most pipeline positions:

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Table 1.1.3 Common Actions

Common Actions Description

Auditor NameAllows the user to change the auditor’s name

Auditor Phone NumberAllows the user to change the auditor's phone number

Input Remarks This is an open entry text field that allows the user to add notes, and remarks that are important to the audit report. The remarks text field is limited to 2500 characters

Revise Target Date Allows the user to change the Disposition Target Date

ResetThis action returns all fields to their value when the screen was accessed. This action does not leave the edit screen

CancelThis action cancels any change made to the form and leaves the edit audit screen

RefreshThis action updates the information with the latest information that has been modified

Table 4.2.1.2: Common Actions

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Common Actions

All other changes or modifications that a CO or Monitor can make on an audit

depend on the position of the audit in the pipeline. (For more information on

the pipeline see the CAFU Pipeline Module Four Lesson One)

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Graphic 4.2.1.3: Required Fields Example

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Note: An asterisk (*) next to an input field denotes that an input is required before an audit report can be submitted to the next stage in the pipeline.

Topic Two – Validation Error

Validation Error

A validation error will occur when a user inputs data that does not pass all the required business rules. The Error message will pop-up (when applicable) and appear at the top of the page. You must correct the problem and pass all business rules to be able to complete the action.

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Graphic 4.2.2.1:Validation Error

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Module Four – Lesson Two - Review


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Lesson Three – Searching for Audits

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Lesson Three

Searching for Audits

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Lesson Three – Topics

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Lesson Three Topics




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Topic One – Searching for Audits Overview

Searching for Audits Overview

CAFU has a convenient way of locating audits that you may be interested in. A search can be performed based on one or more criteria. The Search feature can be accessed from the My Work screen or the Audits screen.

From My Work Screen:

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From Audits screen:

Note: Add audit is only available to CMO, MC and District Monitors.

Graphic 4.3.1.1: Search Criteria window


Topic Two – Using the Search Screen


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Using the Search Screen

The search screen allows you to filter the audits in My Work or Workgroup Audits based on one or more criteria.

Note: Monitors have more criteria, such as DoDAAC and CO, for finding audits. These options help find audits assigned to specific COs.

Search Screen (Graphic 4.3.2.1)

1. Enter your search criteria.• You may search for an audit by using as much or as little information as needed• Your search will be narrowed the more information you entered• You may use the wildcard feature when performing a search *.*

2. Click the Search button.

3. Click the cancel search link to clear the search and show everything available in the table.

Topic Three – Search Results

Search Results

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Graphic 4.3.3.1: Search Results Screen

Search Results (Graphics 4.3.3.1 – 4.3.3.2)

1. Click cancel search to turn off the search and show all audits in the table.

2. Click the modify search link to change the search parameters.

When a search is in effect, the My Work or Audits table shows a magnifying glass icon to inform the user that only some of the audits (based on the criteria) are being displayed.

Graphic 4.3.3.2: My Work Screen

Lesson Three – Review

Lesson Three Covered the Following Topics:

Course Topics




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Lesson Four– Add New Audits by Monitor

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Lesson Four

Add New Audits by Monitor

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Lesson Four Topics


Topic Two Plan

Topic Three Resolve



Topic Six Forwarded



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Lesson Four Topics (continued)





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Topic One – Add New Audit

Add New Audit

The Monitor is authorized to add new audits to the CAFU system. This feature is

provided to handle audit reports that are received by each agency (DCMA, Army,

Navy, Air Force, and TRICARE) that do not have a record in the CAFU system.

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Add New Audit (continued)

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Follow the directions below to add new audits:

Graphic 4.4.1.1: Add New AuditAdd New Audit (Graphics 4.4.1.1 – 4.4.1.2)

1. Click on the My Work tab.

2. Click on the Add Audit link.•The Search Criteria tab opens

Graphic 4.4.1.2: Search Criteria Tab

Note: At least three letters of the contractor name must be entered to start a search.

Topic One – Add New Audits

Add New Audit

To ensure data integrity and to minimize errors use the Add Audit Feature:

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Steps Action Description

Step 1 Search for Contractor

Enter the name of the Contractor for which the new audit is being created. The system will search for existing audits for the Contractor to use as a template. You can enter partial names and wildcards as * or %

Step 2 Select Contractor

• The system will search for audits based on the Contractor Name provided in Step 1. It will then list the different variations of the contractor name that MCs and COs used for that Contractor in the past. You can click on the CAGE code to select the variation to use as a template for the new Audit

• If no matching contractors are found, click on search again and enter a different name

• If you are unable to find existing audits for the Contractor, you can click on new contractor

Step 3 Enter Audit Details

The third and final step allows you to enter the required details about the audit

Table 4.4.1.3: Add Audit feature three steps table

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Graphic 4.4.1.4: Format of Audit Numbers

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Add New Audit

Business Rules

If you enter a superseded audit number, the superseded audit must exist in the system. • The DoDAAC must belong to your

workgroup • Cost Questioned / Avoidance must

be entered. You must enter 0 if it doesn't apply

• Audit report number must be valid and unique

After all the rules are validated, a new record is created and the audit is transferred to Monitor for verification and assignment.

Format of Audit Numbers

Note: New Contractor - If no contractor was found during Step 2, you can still add a new audit by clicking on new contractor.

Graphic 4.4.1.5: Format of Audit Numbers

Topic Two – Plan

Graphic 4.4.2.1: Plan Audit Follow-Up Record

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Plan

At this stage the audit report has been assigned to the appropriate CO. This page allows the CO to enter the target date for resolution and disposition.

Required Fields

• Resolution Target Date• Disposition Target Date

Business Rules

• The Resolution Target Date and Disposition Target Date cannot be prior to the Audit Issue Date.

• The Resolution Target Date cannot be later than six months from the Audit Issue Date.

• The Disposition Target Date cannot be later than one year from the Audit Issue Date.

• The Disposition Target Date cannot be prior to the Resolution Target Date.

You must use the calendar to select the target dates.

Topic Three – Resolve

Graphic 4.4.3.1: Resolve Audit Follow Up Record

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Resolve

At this stage the audit has been planned, and resolution or pre-negotiation has been achieved. The CO must input the Resolution Actual Date to resolve.

Required Fields

• Resolution Actual Date

Optional Fields

• Updated Cost Questioned / Avoidance • Revised Disposition Target Date • DCAA Opinion – Two new opinions are

added in the system as part of CAFU 3.5.

Qualified, Reportable means Report contains qualification

Not Acceptable means the system is not acceptable

Business Rules • The Resolution Actual Date cannot be a future date• The Resolution Actual Date cannot be prior to Audit Issue

Date

Topic Four– Disposition or Defer Layout

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Disposition or Defer Layout

At this stage the audit has been resolved. To disposition, the CO must enter a Disposition Actual Date. If the Audit is undergoing Litigation or Criminal Investigation, the CO must select a reason to defer and the defer date.

Required Fields

Disposition• Disposition Actual Date • Penalty Assessed (if Questioned Cost

Subject to Penalty greater than zero)• Penalty Amount (if Penalty Assessed is

YES)• Penalty Waiver Date (if Penalty Assessed is

NO, Optional but not Mandatory)• Sustained Amount (if Cost Questioned /

Avoidance greater than zero) OR • Reason to Defer

Litigation or Criminal Investigation Defer Date

Optional Fields • Sustained Amount • Updated Cost Questioned / Avoidance • CO

• Revised Disposition Target Date

Business Rules

Disposition • The Disposition Actual Date cannot be prior to the Audit Issue

Date. • The Disposition Actual Date cannot be prior to the Resolution

Actual Date. • The Disposition Actual Date cannot be a future date. • The Revised Disposition Date cannot be prior to the Audit Issue

Date. • The Revised Disposition Date cannot be prior to the Resolution

Actual Date. • The Revised Disposition Date cannot be more than 12 months

after the Audit Issue Date.

Defer • Defer Date cannot be prior to Audit Issue Date. • Defer Date cannot be prior to Resolution Actual Date. • Defer Date cannot be a future date.

Topic Four– Disposition or Defer Layout

Disposition or Defer Layout (continued)

Graphic 4.4.4.1: Disposition or Defer Audit Follow-Up Record

Disposition after Defer Once an audit report comes out of the deferred stage, it can be dispositioned. To disposition, the CO must enter a Disposition Actual Date.

Required Field • Disposition Actual Date • Sustained Amount (if cost questioned /

avoidance greater than zero) Optional Fields • Revised Disposition Target Date Business Rules • The Disposition Actual Date cannot be prior to

the Audit Issue Date• The Disposition Actual Date must be equal to or

after the Resolution Actual Date• The Disposition Actual Date must be equal to or

after the Defer Date• The Disposition Actual Date cannot be a future

date

Graphic 4.4.4.2: Disposition after Defer

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Topic Five – Forward / Send Document

Graphic 4.4.5.1: Forward Audit Follow-Up Record

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Forward / Send Document

At this stage, the audit has been dispositioned. This screen allows the CO to record a document forward date to document that the memo has been sent to DCAA. This action completes the follow-up of the audit.

Required Field • Document Forward Date

Business Rules

• The Document Forward Date cannot be prior to the Audit Issue Date

• The Document Forward Date must be equal to or after the Disposition Actual Date

• The Document Forward Date cannot be a future date

Note: Reminder is for Reportables Only

Topic Five – Forward / Send Document

Graphic 4.4.5.2: Forward Audit Follow-Up Record /Non-Reportable

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Forward / Send Document

The following screen shows Forward Audit Follow-Up Record screen for Non-Reportables .

Once the CAFU user has entered a Forwarded date, he/she will get an option to send an E-Mail to DCAA.

Graphic 4.4.5.3: Send E-Mail option to DCAA

NOTE: The CAFU user will not be given another option to send an E-Mail to DCAA. The audit report will be removed from his/her My Work and placed under workgroup audits.

Topic Six – Forwarded

Forwarded

• At the Forwarded Pipeline Position, the audit follow-up process has been completed. The audit

will be available for viewing from the Audits screen for three years after entering the Document

Forward Date. The audit will be in the Forwarded Pipeline Position for the first two years and in

the Archived Pipeline Position during the third year. An audit will be deleted from CAFU during

the month end processing 36 full months after the audit's Document Forward Date

• For an audit with a Document Forward Date of 15 Dec 2002, date ranges examples are provided

below which show exactly when it’s Pipeline Position would change. In addition to archiving,

each automated month end processing includes capturing the end-of-month state of all audits

for historical reports and metrics

Pipeline Rule for Archiving Example Date Range Position

1.Forwarded 0 - 23 full months after Document Forward 15 Dec 2002 to 30 Nov 2004

Date

2.Archived 24 - 35 full months after Document Forward 1 Dec 2004 to 30 Nov 2005 Date

Not Available 36 full months after Document Forward Date 1 Dec 2005

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Topic Seven – Correction by Monitors

Correction by Monitors

CAFU Monitors can "correct" an Audit Report that is either in their "My Work" or has

been taken-over by the Monitor. A CAFU Monitor can use the Correction screen to

make changes. The correction screen allows several fields to be modified. This

enables a Monitor to perform many actions, including:

• Update Contractor Information, Contract Number, and Docket Number

• Assign audit to a different DoDAAC

• Change the pipeline position of the audit report

• Change report class (reportable / non-reportable)

• Update auditor information (ie: Auditor Name, Auditor Phone)

• Modify Sustained Amount and Updated Cost Questioned / Avoidance

Amount

• Modify target and actual dates

• Modify Reason to Defer Date as well as the Defer Date

• Modify remarks section

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Topic Seven – Correction by Monitors

Correction by MonitorsThis page allows a CAFU Monitor to

make corrections on all editable fields

in the audit record.

Business Rules • DoDAAC and CO combination must

be valid if the Pipeline Position is

related to a CO activity• Business rules related to the selected

Pipeline Position will be enforced

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Correction by Monitors (Graphics 4.4.7.2 - 4.4.7.3)

1. Click the My Work link.

2. Click on a report number.•View My Audit Follow-Up screen opens

3 Click the correct link.•Correct Audit Follow-Up Record opens

Graphic 4.4.7.1: View My Audit Follow-Up Correct link

Graphic 4.4.7.2: Correct Audit Follow-Up Record

Topic Eight – Take Over an Audit from the View Audit Follow-Up Screen

Graphic 4.4.8.1: Monitor Take Over

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Take Over by Monitors

Monitors are authorized to Take Over an audit. This feature allows you to transfer any audit in your workgroup from the current owner or assignee to your My Work. The audit has to take place within an agency.

Windows Explorer will open a warning screen to make sure Monitor wants to transfer and assign the audit.

A confirmation shown below is provided, which allows the CAFU user the options to immediately go to the correction screen, view his/her work, or return to his/her workgroup audit list.

Graphic 4.4.8.2: Take Over Warning

Graphic 4.4.8.3: Take Over Confirmation

Graphic 4.4.8.4: Take Over Roles

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Take Over by Monitors continued

Note: CO Code will update to an empty string since Monitors do not have CO Codes.

Business Rule When an audit is taken over, the audit will inherit one or both of the following items from the new user. The graphic displayed shows various DoDAAC and CO Code possible scenarios.

Topic Eight – Take Over an Audit from the View Audit Follow-Up Screen

Topic Nine – Update Remarks by CO and Monitors

Updating Remarks by CO and Monitors

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The Update Remarks allows a CO or Monitor to update remarks for an audit record without completing a pipeline activity.

Graphic 4.4.9.1: Audit Follow-Up date Remarks link

Updating Remarks (Graphics 4.4.9.1 – 4.4.9.2)

1. Start from the My Work tab,

2. Click on the Audit Report Number to access View Audit Follow-Up screen.

3. Click on update remarks link.• Update Remarks for Audit Follow-Up

screen opens

Graphic 4.4.9.2: Update Remarks for Audit Follow-Up Record

Clicking on Submit will update the remarks without moving the audit to the next stage. For example, if the audit is in the Resolution stage, the new remarks will be saved and the audit will remain in the Resolution stage. A history of remarks can be viewed by clicking view activity and following the instructions for Activity Logging.

Topic Ten – Update Revised Target Date (CO and Monitors)

Updating Revised Target Date (CO and Monitors)

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The option to Update Target Date allows a CO or MC Monitor to add or update the Disposition Target Date for an audit record without completing a pipeline activity, as well as, update remarks

Graphic 4.4.10.1: Audit Follow-Up Update Target Date ink

Updating Target Date (Graphics 4.4.10.1 – 4.4.10.2)

1. Click on update target date link.• Update Target Date & Remarks for Audit

Follow-Up screen opens

Graphic 4.4.10.2: Update Target Date and Remarks for Audit Follow-Up Record

Clicking on Submit will update the revised disposition target date without moving the audit to the next stage. For example, if the audit is in the Resolution stage, the revised target date will be saved and the audit will remain in the Resolution stage.

The Revised Disposition Target Date will be available. The user will have the option to revise an audit once it has been Planned and before a Resolution Actual Date has been entered.

Topic Eleven – Deleting Audits

Deleting Audits

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Service HQ Monitors are authorized to delete an audit. The delete audit link is available to these Monitors on the View Audit Follow-Up screen. Graphic 4.4.11.1: Delete Audit Follow-Up screen

WARNING: Use this feature with caution. Deleted Audits will not be recoverable without Database Administrator intervention.

Topic Twelve – Transferring an Audit

Graphic 4.4.12.1: Transfer Audit Follow-Up Record

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Transferring an Audit

At this state the audit has been assigned to the user. This page allows users to transfer an audit report to any user within their agency.

Note: ONLY HQ Monitors cantransfer outside their agencies

Required Field

• Transfer to E-Mail address • Transfer comments

Business Rule

• CAFU users can transfer any audit that is assigned to them to another CO as long as the CO is part of the user's agency

Topic Twelve – Transferring an Audit

Graphic 4.4.12.2: Transfer Audit Follow-Up Record

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Transferring an Audit (continued)

Business Rule

When transferring an audit within or outside an agency, the current audit will inherit one or more of the following items from the new user: Refer to Graphic 4.4.12.2

1. DoDAAC 2. CO 3. Agency Code

Note: CO Code will update to an empty string since Monitors do not have CO Codes


Lesson Four Covered the Following Topics:

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Topic Two Plan

Topic Three Resolve



Topic Six Forwarded




Lesson Four Covered the Following Topics (continued):

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Module Four – Review

Module Four Covered the Following Lessons:

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Lesson Four Add New Audit by Monitor

Module Five – Milestones

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Module Five

Milestones

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Module Five – Milestones

Module Five Lesson

Lesson One Milestones Overview

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Lesson One – Milestone Overview

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Lesson One

Milestones Overview

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Lesson One Topics





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Topic One – Milestones Overview

Milestones Overview

Milestones are intermediate steps in the Follow-Up process associated with an audit. This feature is provided in CAFU to help COs set intermediate goals with target dates, remarks, actual, and revised dates. Monitors can view the milestones attached to audits from the View Audit Follow-Up page. The milestone feature can help the workgroup manage the audits more effectively and improve performance.

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Topic One – Milestones Overview

Graphic 5.1.1.2: View Audit Follow-Up screen / update milestones link

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Milestones Overview continued

The following table (Graphic 5.1.1.1) shows the available milestones along with the pipeline position in which it can be used.

Graphic 5.1.1.1: Milestone and Pipeline Position Chart

Milestone Pipeline Position

Request legal review

Planned Planned Planned Planned Resolved Deferred Deferred

Receive legal reply

Contact contractor

Receive contractor response

Complete negotiations Start litigation or criminal investigation Complete litigation or criminal investigation

Note: Generic milestones can be added at any time for goals not in the above list

You can access the Audit Milestones page by clicking on the Audit Report Number from My Work to access the View Audit Follow-Up page.

Graphic 5.1.1.3: Update Milestones for Audit screen

Adding Milestone (Graphics 5.1.2.1 – 5.1.2.2 )

1. Click on update milestones link.• The Update Milestones for Audit screen

opens

Topic Two – Adding Milestones

Graphic 5.1.2.1: Add Milestone link

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Adding Milestones

As a CO, you can add milestones to an audit currently assigned to you. To add a milestone, click on Add Milestone from the update milestones for audit.

Adding Milestone (Graphics 5.1.2.1 – 5.1.2.2 )

1. Click on Add Milestone link.• Add Milestone for Audit screen opens• This page allows the user to add milestones

for an audit

You can select the type of milestone, the target date, and the remarks. The type of milestone you can add depends on the pipeline position of the audit


Topic Two – Adding Milestones

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Adding Milestones (continued)

The type of milestone you can add depends on the pipeline position of the audit.


Required Fields

• Milestone Type • Target Date

Optional Field

• Remarks (The remarks text field is limited to 2500 characters)Business Rules

• Milestone Type drop down is based on the pipeline position of the audit and milestones already added

• Target Date cannot be in the past

Note: You can enter the Actual Date and the Revised Date later but you will not be able to change the original Target Date.

Adding Milestones (Graphic 5.1.2.3)

1. Select the Milestone Type from the drop-down menu.

2. Click the Calendar icon to enter the Target Date.

3. Add Remarks if applicable.

4. Click the Submit button.

Topic Three – Updating and Deleting Milestones

Updating and Deleting Milestones

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Graphic 5.1.3.1: Updating and Deleting Milestones

You can update the target date by entering a Revised Date. You can enter the Actual Date when a milestone has been completed. If you want to remove the milestone, simply click on the delete link.

Update Milestones (Graphic 5.1.3.1)

1. From the My Work tab, Click on the Audit Report Number to access the View Audit Follow-Up screen.

2. Click on update milestones.

3. Click on the edit icon for the milestone.

• You can update the milestone or delete by clicking the delete icon

Optional Fields

• Actual Date • Revised Date • Remarks (The remarks text field is

limited to 2500 characters)

Business Rule • Actual Date cannot be a future date.

Topic Four – Viewing Milestones from View Audit Follow-Up Screen

Viewing Milestones from View Audit Follow-Up Screen

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To view milestones for an audit in your workgroup that is not assigned to you, you can access the View Audit Follow-Up from the Audits screen.

Graphic 5.1.4.1: Graphic Viewing Milestones

Viewing Milestones (Graphics 5.1.4.1 – 5.1.4.2)

1.

Click on Milestones link.• This will allow you to see the

milestones at the bottom of the page

Graphic 5.1.4.2: Graphic Viewing Milestones

Lesson One – Review


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Module Five – Review

Module Five Covered the Following Lesson:

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Lesson One Milestones

Module Six – Activity Logging

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Module Six

Activity Logging

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Module Six – Activity Logging

Module Six Lessons


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Lesson One – Activity Overview

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Lesson One

Activity Overview

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Lesson One Topics




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Topic One – Activity Overview

Activity Overview

The Activity Logging feature allows CAFU users to view all activity related to a

user or an audit report. This information helps track the history of an audit as it

goes through the workflow by listing what action was taken on the audit, who

took the action, and when it was completed.

The activity screen shows a table with the date and time the action was

taken, Audit Report Number of the audit on which the action was taken, the

user that took the action, the pipeline position of the audit after the action

was completed, and the description of the activity.

Note: For performance reasons, only the 500 most recent activities will be displayed.

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Topic One – Activity Overview

Graphic 6.1.1.1: View Activity screen

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Activity Overview (continued)

Graphic 6.1.1.2: Date and Time Activity info screen

Graphic 6.1.1.3: Current State of Audit screen

Activity related to milestones are not logged.

Activity Overview (Graphics 6.1.1.1 – 6.1.1.2)

1. Click the Date and Time link of an activity to see the details of the activity and a snapshot of some fields from the audit report.

2. Click the Report Number link to view current state of the audit.

Topic Two – Activity Logging per Audit Report

Activity Logging per Audit Report

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You can view activity of an individual audit report from both the My Work or Audits screen. The Activity data will be the same.

Graphic 6.1.2.1: Activity Logging From Audits

From Audits:

From My Work:

Graphic 6.1.2.2: Activity Logging From My Work

Activity Logging per Audit Report (Graphics 6.1.2.1 – 6.1.2.2)

1. Click the Report Number to view the activity of an individual audit report.

2. Click on the View Activity link to view the audit.

Topic Three – Activity Logging per User

Activity Logging per User

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Activity logging per user shows the list of actions completed by a user. This feature is helpful in viewing your own activity for reminders and tracking your work (Graphic 6.1.6). You can also view the activity of members in your workgroup to trace transfers.

Graphic 6.1.6: Activity for User Screen

Activity Logging per User (Graphics 6.1.6 – 6.1.7)

1. To view your activity, Click on the View My Activity link in the context menu of the My Work page The Activity for User screen opens (Graphic 6.1.6).

2. (Refer to Module Two for Workgroup Overview)

To see a workgroup member activity

3. Click on the activity link under Show Activity column

in the Workgroup Members menu

• This will open the View Activity for a particular user

Activity for other members of the workgroup can be accessed from the My Workgroup page. Note that this screen also provides a quick way of searching for audits assigned to a CO in your workgroup (Graphic 6.1.7).

Graphic 6.1.7: Workgroup Members Screen

Lesson One – Review


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Course Topics




Module Six – Review

Module Six Covered the Following Lesson:

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Course Topics


Module Seven – Frequently Asked Questions

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Module Seven

Frequently Asked Questions

Course Topics

Module Seven - CAFU 3.5 Frequently Asked Questions

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Listed below are just a few questions that users have asked about CAFU:

• Question: I am getting no records back when I use the search feature, what should I do?

• Answer: If you use the search action from My Work, the system will only search within audits currently assigned to you. To search for all audits in your workgroup, make sure you use the search action from the Audits screen. See Searching for Audits for details.

• Question: I am trying to update remarks but the system keeps prompting me for other inputs. What other inputs should I use?

• Answer: If you want to update remarks without completing a pipeline activity, such as resolve or disposition, you must use the update remarks feature. Updating remarks from the edit screen requires satisfying all business rules. See Updating Remarks for details.

• Question: I just completed the Forward Document activity on my audit and it disappeared from My Work screen. Have I lost the document?

• Answer: As a CO, once you complete the Forward Document activity, you are done with the audit; hence it is no longer assigned to you. You can still find the audit in the Workgroup Audits screen. See Forward Document and Workgroup Audits Screen for details.

Course Topics

CAFU 3.5 Course Summary

Upon completion of this CAFU 3.5 Training you will have learned to:

• Understand the application functionality

• Understand the CO and HQ/ Monitors roles

• Understand how to maneuver between the work screens

• Understand how each workgroups conduct an audit (DCMA, Army, Navy,

TRICARE and Air Force).

• Work with Audit records

• Work with Milestones

• Understand how to log an activity as a user and per Audit Report

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ITCSO Training Academy Contract Audit Follow-Up (CAFU) 3.5 External Users February 2010.

Documents

Transcript of ITCSO Training Academy Contract Audit Follow-Up (CAFU) 3.5 External Users February 2010.